Chapter 8: Emails and Memos
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  • 1. 8 - 1 Business Communication: Process and Product , Mary Ellen Guffey, South-Western.
  • 2. Read Article re: Email
    • According to the article…….
    • What are some advantages of email?
    • What are some disadvantages of email?
    • What do you think is the most important point made in the article?
  • 3. Email vs. Memo
    • What’s the difference??
    • Differences in formatting?
  • 4. Characteristics of Successful Memos and E-Mail Messages
    • Headings: To, From, Date, Subject
    • Single topic
    • Conversational tone
    • Conciseness
    • Graphic highlighting
    8 - 2
  • 5. Organization of Memos
    • Subject line
    • Opening
    • Body
    • Closing
    8 - 7
  • 6. Subject Line
    • Summarize the main idea.
    • Budget Meeting June 3, 10 a.m.
    8 - 8
  • 7. Opening
    • Start directly; restate and amplify the main idea.
    • Indirect (ineffective) opening:
    • This is to inform you that we must complete the annual operating budgets shortly. Over the past two months many supervisors have met to discuss their departmental needs.
    • Direct (effective) opening:
    • All supervisors and coordinators will meet June 3 at 10 a.m. to work out the annual operating budgets for their departments.
    8 - 9
  • 8. Body
    • Explain and discuss the topic.
    • Use graphic highlighting to facilitate reading, comprehension, and retention.
    • Consider columns, headings, enumerations, bulleted lists, and so forth.
    8 - 10
  • 9. Closing
    • Request action, including an end date.
    • Summarize the message, or
    • Provide a closing thought.
    8 - 11
  • 10. Memo Formatting
    • Line up all heading words with those following Subject .
    • Leave side margins of about 1¼ inches.
    • Indent the lines following bulleted or enumerated items.
    • Use ragged line endings, not justified.
    • Don’t include complimentary close or signature.
    8 - 12
  • 11. Leave side margins of about 1¼ inches. 8 - 13 1¼ inch margin 1¼ inch margin
  • 12. Line up all heading words with those following Subject. 8 - 15 To: Rob Montaine From: Heidi Chan Subject: FORMATTING AND STATIONERY FOR MEMOS Welcome to Multimedia, Rob! I’m pleased to be able to answer your questions about formatting and stationery for memos in the organization.
  • 13. Don’t include complimentary close or signature. 8 - 16 Please examine the enclosed samples and call me if you have additional questions. Enclosures Sincerely,
  • 14. KINDS OF MEMOS
    • Procedure and Information Memos
    • Request and Reply Memos
    • Confirmation Memos
    8 - 17
  • 15. Procedure and Information Memos
    • These routine messages usually flow downward; they deliver company information and describe procedures.
    • Tone is important; managers seek employee participation and cooperation.
    • Express ideas positively
    • Give reasons for policies
    • Suggest benefits to readers
    8 - 18
  • 16. Confirmation Memos
    • Also called “to-file” reports or “incident” reports.
    • Record oral decisions, directives, and discussions.
    • Include names and titles of people involved.
    • Itemize major issues and request confirmation from the receiver.
    8 - 26
  • 17. Smart E-Mail Practices
    • Get the address right.
    • Avoid misleading subject lines.
    • Be concise.
    • Don’t send anything you wouldn’t want published.
    • Don’t use e-mail to avoid contact.
    • Use graphical highlighting
    8 - 33
  • 18. The Six Most Common Mistakes in Sending E-Mail 8 - 35 1. Address goofs 2. Lengthy messages or attachments 3. Misleading subject lines 4. Inappropriate content (such as delivering bad . . . news) 5. Instant indiscretions (angry or thoughtless . . . . . statements) 6. Reckless copying
  • 19. Greg’s Email Goofs
    • Goof #1
      • email to Fox 49
    • Goof #2
      • email to business faculty
  • 20. Email Assignment 8 - 35
    • Your boss is making a business trip to a foreign country (you choose). Your boss has asked that you prepare a short 1 - 2 page memo describing the country. Info. to include may include population, capital, major cities, major religions, languages, info on economy and weather. Include a small map in your memo.
    • Please prepare in Word.
    • Suggested info. source is CIA.gov
  • 21. In Class Assignment
    • Go to instructor’s web site
    • Click on link to Web-CT initial log in
    • Determine your Web CT log in (write it down!)
    • Click on “Discussion Board” and follow assignment posted for today
  • 22. Email and Research Group Assignment 8 - 35 Your boss is meeting with representatives at Foster Wheeler to discuss a potential high level business relationship. He’s asked for a short memo from you summarizing the firm’s activities and performance. Using on-line research for information, prepare a short memo to your boss that succinctly addresses his request. Groups will meet back in class at 11:10 to present their documents to the class
  • 23. 8 - 36 End